FEL CBO Contracts - Seattle Public Schools

SCHOOL BOARD ACTION REPORT

DATE: FROM: LEAD STAFF:

May 18, 2017 Dr. Larry Nyland, Superintendent Michael Stone, Director of Grants, Fiscal Compliance & Strategic Partnerships, mastone@; Michael Tolley, Associate Superintendent of Teaching and Learning, mftolley@

For Intro: For Action:

June 28, 2017 July 5, 2017

1. TITLE

City of Seattle Families & Education Levy (FEL) and Seattle Public Schools (SPS) Personal Services Contracts (PSC) for Seattle Parks & Recreation, City Year of Seattle, and University Tutors of Seattle Schools.

2. PURPOSE

In an effort to support schools, the district will be combining individual school partnerships into only three Personal Services Contracts. Multiple schools, through their Families & Education Levy Funding and other sources, have chosen to contract with the Seattle Parks & Recreation primarily to provide after school time learning and enrichment opportunities. Multiple schools have also chosen to contract with University Tutors for Seattle Schools and City Year to support both in school time and out of school time academic support. The resulting size of the consolidated contracts with the Seattle Parks & Recreation, University Tutors for Seattle Schools, and City Year of Seattle requires Board approval.

3. RECOMMENDED MOTION

I move that the Board authorize the Superintendent to execute contracts for a combined total of $1,876,382with City of Seattle's Parks & Recreation Department $543,492, University Tutors for Seattle Schools $522,890, and City Year $810,000, for school year 2017-2018 for the purpose of providing Families & Education Levy (FEL) funded activities in selected elementary, K-8, middle and high schools, with any minor additions, deletions and modifications deemed necessary by the Superintendent, and to take any necessary actions to implement the contracts.

4.

BACKGROUND INFORMATION

a. Background City of Seattle 2011 Families and Education Levy is funding 43 elementary, middle,and high schools in the District totaling $16,905,221.00 during school year 2017-2018. Three organizations will deliver student support and tutoring services during school year 2017-2018, each at a cost in excess of $250,000. SPS is entering into one contract with each of these providers on behalf of the schools awarded Levy funds and building funds.

In the past, under the 2004 Families and Education Levy, the City had contracted with the Seattle Parks and Recreation directly. In an effort to support schools, we are combining

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individual school partnerships into one Personal Services Contract. Multiple schools have chosen to contract with the Seattle Parks & Recreation, primarily to provide after school time learning and enrichment opportunities. Multiple schools have also chosen to contract with University Tutors for Seattle Schools and City Year to support both inschool time and out-of-school time academic support. The resulting size of the contracts with the Seattle Parks and Recreation, University Tutors for Seattle Schools, and City Year requires Board approval. Schools are currently finalizing their contract addenda.

b. Alternatives Twenty-three (23) separate personal services contracts would be required if the proposed motion is not approved. Board approval for this motion simplifies the process for schools, the accounting office, and CBOs. Furthermore, this motion provides an additional level of transparency to the work, since the total commitment to each CBO is over $250,000.

c. Research Contracts and associated outcomes for all programs for 2017-2018 are being jointly developed with the City's Department of Education and Early Learning, staff listed, and the schools receiving funding.

5.

FISCAL IMPACT/REVENUE SOURCE

As of May 31, 2017, the projected total for all contracts is approximately $1,769,310. All funding will be provided through the City of Seattle's 2011 Families and Education Levy or building Title I funds. The net fiscal impact to this action to the Seattle Public Schools is $0.

The revenue source for this motion is City of Seattle Families & Education Levy and Title I.

Expenditure: One-time Annual Multi-Year N/A

Revenue:

One-time Annual Multi-Year N/A

6.

COMMUNITY ENGAGEMENT

In the process of developing their Request for Investment strategies and choosing CBO partners for the 2011 Families and Education Levy, schools engaged in extensive community involvement. With guidance from the District's Community Engagement tool, this action was determined to merit the following tier of community engagement:

Not applicable

Tier 1: Inform

Tier 2: Consult/Involve

Tier 3: Collaborate

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7.

EQUITY ANALYSIS

This specific contracting decision was not put through the racial equity analysis tool. The Families & Education Levy funding provides voter approved supplemental funding to 43 higher Free & Reduced Lunch percentage Elementary, Middle and High School programs throughout the district. These contracts will provide students in these 43 school sites with before, during and after school academic and enrichment programs to support closing opportunity gaps for students attending these schools.

8.

STUDENT BENEFIT

These community based organizations will provide supplemental funding to support before, during and after school programs at 43 school sites.

9.

WHY BOARD ACTION IS NECESSARY

Amount of contract initial value or contract amendment exceeds $250,000 (Policy No. 6220)

Amount of grant exceeds $250,000 in a single fiscal year (Policy No. 6114)

Adopting, amending, or repealing a Board policy

Formally accepting the completion of a public works project and closing out the contract

Legal requirement for the School Board to take action on this matter

Board Policy No. _____, [TITLE], provides the Board shall approve this item

Other: _____________________________________________________________________

10.

POLICY IMPLICATION

Per Board Policy No. 6220, Procurement, all contracts for more than $250,000 initial value, excluding sales tax and contingencies, and changes or amendments of more than $250,000, excluding sales tax and contingencies, must be approved by the School Board.

11.

BOARD COMMITTEE RECOMMENDATION

This motion was discussed at the Audit & Finance Committee meeting on June 8, 2016. The Committee reviewed the motion and moved this item forward for consideration by the full Board.

12.

TIMELINE FOR IMPLEMENTATION

Upon approval of this motion, contracts will be developed and approved by the start of school and services will begin with students.

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13.

ATTACHMENTS

? University Tutors of Seattle Schools Draft Personal Services Contract and Personal Services Contract Addendums

? Seattle Parks and Recreation Draft Personal Services Contract and Personal Services Contract Addendums

? City Year Draft Personal Services Contract and Personal Services Contract Addendums

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